Technical consultant to technically support implementation of Microsoft dynamics GP (ERP) Enterprise resource planning system for the Syrian Arab Red Crescent (SARC) organization in Damascus, Syria.
I. INTRODUCTION
The Syrian Arab Red Crescent (SARC) is an independent humanitarian organisation founded in 1942 under decree No/540/1942 and decree No/117/1966. Its headquarters is in Damascus and it has 14 branches in the fourteen governorates of Syria plus 75 sub-branches. SARC is part of the Red Cross Red Crescent movement which is the world’s largest humanitarian network governed by the seven fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity and universality. The ongoing crisis in Syria coupled with the enormous humanitarian needs in the country has resulted in increased pressure on having a reliable automated/integrated financial, HR and procurement management systems within SARC. In light of this, SARC requested the Norwegian Red Cross to support in the implementation of an ERP system for the organization.
II. BACKGROUND
This terms of reference is inviting consultants to submit their proposals to technically support the implementation of an Enterprise Resource Planning (ERP) system comprising of financial accounting, human resources and procurement management software for the Syrian Arab Red Crescent (SARC). It is important to note that a separate company has been selected to provide the ERP system which shall be Microsoft Dynamics GP, the consultancy company will therefore provide their consultant(s) to work closely with the Syrian Arab Red Crescent staff providing technical guidance and working closely with the ERP provider on this project.
The consultant(s) is expected to be embedded into SARC finance department to guide, coach and train the SARC finance, procurement and HR team throughout the ERP implementation process. In this process, the company/consultant will also monitor and diagnose the ERP implementation activities and give suggestions and feedback on the observations from time-to-time to Norwegian Red Cross and SARC Finance Director. The consultant shall provide technical support which shall include assisting in the full ERP impementation cycle. This includes providing technical support on the overall project planning, designing the ERP system requirements, customization, developing user trainings, data migration, testing system functionalities and aligning with system requirements, deployment and going live, providing support after going live, monitoring project progress and reporting.
III. KEY DELIVERABLES AND SCOPE OF THE ASSIGNMENT
The specific objectives of this assignment are to :
1. Support in Project planning:
Work with the ERP provider and SARC to revise and enhance the ERP implementation plan and continuously update the plan.
2. Support in analysis:
Ensure a comprehensive analysis of SARC ERP functional needs which will include finance and accounting, human resource and procurement management. Ensure the team identifies enabling system requirements for an efficient and effective ERP system fit for purpose.
3. Support in designing ERP system requirements:
The ERP system design should align and be compliant with SARC manuals, policies, procedures for financial management, human resource and procurement management as well as the authority matrix. Work with SARC team in development and design of various reports/statements and transaction listing/audit trail listing as per the requirements of the Society's senior management, its partners and external regulatory parties. The design should enable the SARC as an organization to achieve the following:
a. Financial management including but not limited to accounting, financial record keeping, auditing (external and internal), cash flow management, fixed asset management, budgeting, financial reporting and accountability.
b. Human resource management including but not limited to management of human resources, payroll, pay slips, leave days and performance management, the system should align with the SARC Human resource policies and procedures. The system should have reporting capability.
c. Procurement management including but not limited to tracing transactions from requisition to payment, requisition management, evaluation of offers, purchase order and contracting approval and management, supplier management. The system should have reporting capability.
d. Integrate transactions between finance, human resource and procurement for business operational efficiency.
e. Guidance on the application of the authority matrix for all automated approvals in the ERP system
f. Introduce the best practices and processes and tailored strategies and solutions throughout the ERP implementation process
4. Support in Customization:
This includes aligning the ERP system with organization policies and procedures paying keen attention to organization structure and authority matrix.
5. Roll out user training and capacity optimization:
During implementation, the consultant will provide capacity enhancement to SARC as follows:
a) Ensure full understanding of the Microsoft dynamics GP ERP system noting that the ERP provider will conduct a Training of trainers. The consultant shall support roll-out of user training and provide direct user support for SARC users. Users will cut across all departments. The roll out of the training will include utilization of training manuals provided by the ERP provider. Train, capacity building and mentor SARC finance, HR and procurement teams throughout the ERP implementation process.
b) Ensure optimization of current skills and identify existing gaps that could hinder the effective implementation of the ERP by SARC team. The consultant will propose any recruitment requirements and assist in finding the right candidates if needed.
c) Inject, encourage and lead organizational change management culture within the finance, HR and procurement team and transform the mindset towards technology and automation.
d) Acts as system advisor and integrator in between SARC finance, procurement and HR team and the ERP system provider.
e) Review the current SARC finance policy and make changes (if necessary) aligning the financial management processes and procedures to the ERP System. Accordingly, develop new finance policies and procedures that need to be introduced as per the new ERP.
f) Review the developed organization structure to ensure it conforms to the new ERP to be implemented and propose any required changes.
g) Revise job description of SARC finance, HR, procurement team (if needed) as per the revised organizational structure aligning their tasks to the ERP processes.
h) Identify strengths across finance, HR and procurement functions with capabilities that can be better leveraged and that would assist in developing the proper champions that would act as change catalysts;
i) Identify effective learning and development opportunities that need to be provided;
j) Ability to perform proper Job Matching to ensure the allocation of the right people with the right skills and competencies in the right places
6. Support data migration:
Support the SARC teams to effectively capture relevant data from manual records; and ensure a smooth transition in the data migration processes from old systems to newly deployed systems. Assess the data to be migrated and ensure that a proper data migration plan is developed and ensure that data is ready at the proper time in order not to affect or delay the ERP implementation.
7. Testing system functionalities:
a) Ensure the ERP system is tested and proven fit for purpose as described in the technical proposal provided by the Microsoft dynamics GP provider.
b) Ensure the ERP system static functionalities are working.
c) Ensure the ERP system dynamic and customized functionalities comply with the SARC procedures and policies.
d) Identify all system and transaction bugs and errors and diagnose and fix the bugs and errors throughout the testing period during the ERP implementation process together with the ERP system provider.
8. Support deployment:
Support the implementation to go live, monitor operational effectiveness and support in making necessary adjustments.
9. Monitoring implementation progress:
a) Ensure the implementation progress is monitored and documented through progress reports.
b) Advice and recommend changes to the implementation which will enhance efficiency and effectiveness as well as maximise on opportunities presented during execution of the implementation plan.
c) Provide regular reporting on progress to NorCross and SARC management
d) Participate in steering committee meeting comprised of SARC Finance Director, SARC ERP Coordinator, SARC Accounting Unit Manager, NorCross Finance Delegate and NorCross Country Programme Manager when requested and provide updates to the committee on project developments and challenges and suggestions to overcome the latter.
10. Post deployment support:
Support our internal SARC IT team as well as key users to acquire knowledge and develop necessary skills to utilise the new systems until functional stability is attained.
IV. SUPPORT TO BE PROVIDED TO THE CONSULTANT(S)
a) The ERP System being implemented is Microsoft dynamics GP, An ERP provider has been selected to provide this ERP to SARC (Syrian Arab Red Crescent), conduct training of trainers, install and ensure full deployment. You will work closely with the ERP provider and SARC.
b) Training materials shall be provided by the ERP provider, however, should more training tools be required, the Norwegian red cross shall provide necessary training tools and materials.
c) Norwegian red cross will reimburse travel expenses to Damascus, Syria at cost. The proposed consultants must be eligible for a VISA to Syria.
d) A project implementation team will be provided which will constitute members of SARC staff and the ERP provider.
V. EXPECTED OUTPUTS
a) Updated Project implementation plan
b) Implementation Progress reports
c) Feedback and suggestion reports
d) User training reports
e) ERP system testing reports
f) Final project summary / report
VI. CONTRACT TERM:
The length of the contract shall be for an initial period of one (1) year in order to ensure the ERP software is fully integrated for SARC and is being used by the respective SARC departments after which the contract might be renewed for another year for continuous coaching, mentoring and capacity building.
VII. IMPORTANT TO NOTE:
Qualified respondents who are selected for further consideration will be invited to make an onsite presentation at SARC Offices in Damascus, Syria to demonstrate their proposal.
The contract deriving from this RFP is intended to result in the appointment of a company/consultant who will be embedded together in the SARC finance team and expected to work very closely with SARC ERP Coordinator, NorCross Finance Development Delegate and the ERP system provider throughout the ERP project execution process. The company/consultant is to ensure the paticipation and engagement in every stage of ERP project comprising of ERP system project analysis, design, development, deployment, operation, system test run and GO LIVE. The engagement of the company/consultant in every stage of the ERP implemetation project in ensuring the project approach is systematically planned, executed and monitored and meet the objectives is very crucial. The company/consultant is required to ensure the successful implementation and application of the ERP system efficently and effectively meeting the project timeline.
The company/consultant will also play a significant role in organizational change management at SARC to align, train, mobilize and getting the SARC finance, procurement and HR teams fully engaged in the application of different modules of the ERP package. This includes analyzing job impact, identifying and aligning roles and responsibilities and provide adequate initial and ongoing USER training. The role of this company/consultant is also to ensure that SARC finance team receive the appropriate system training and that they are fully equiped with the appropriate knowledge and skills to self-use the ERP application modules after the exit of the company/consultant from the ERP project
VIII. PROJECT STAKEHOLDERS
The following key stakeholders must be engaged and involved during each stage of the implementation. Coordination and communication is vital for the success of the project. They shall be fully engaged during the ERP project analysis, design, development, deployment and operation.
Microsoft dynamics ERP system provider
SARC ERP Coordinator
Norwegian Red Cross Finance Development Delegate
Department members in Finance, HR and procurement
Cross departmental users who will need access to the ERP system
The respondent for this proposal that best meets the deliverables of the RFP will be selected. NorCross is not bound to accept the lowest priced proposal if that proposal does not meet the requirements and needs of the organization.
IX. TECHNICAL PROPOSAL PREPARATION
a. It will strictly follow the format of the criteria for selection and shall be arranged as such.
b. It shall not exceed 20 pages and must be concise and straight to the point.
c. Brochures not requested should not be attached.
d. Specify the earliest date available for the assignment.
X. FINANCIAL PROPOSAL:
The company/consultants should provide a summarized financial proposal that includes all the costs of their services in relation to this project including the following:
Consultancy fees
Any other associated costs
How to apply:
Tender package can be requested by sending an e-mail to victor.manan.nyambala@redcross.no with the subject SYR2020-003 latest by 11-May-2020.
Deadline for proposal submission: 26-May-2020